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Minutes of the Secretaries Committee Meeting

Venue Date & Time Participants

1. Mr.A.Sivaswamy 2. Mr.L.Illangovan 3. Mr.R.Umakanthan 4. Mr.U.L.M.Haldeen 5. Mr.R.Raveendren 6. Eng.A.E.S.Rajendra 7. Mrs.R.Wijayaluxmi 8. Mr.S.Rameshkumar 9. Mr.M.Thushyanthan 10. Mr.N.Sarveswaran Chief Secretary, NP Secretary to the Hon. Governor (Act.) & Secretary/Edu. Deputy Chief Secretary, Planning Secretary, Ministry of Agriculture Secretary, Ministry of Health and Indigenous Medicine Secretary, Ministry of Infrastructure Secretary, Ministry of Local Government Director, Provincial Treasury Asst. Director Planning, PPS Asst. Director Planning, PPS

: :-

Conference Hall, Chief Secretarys Secretariat, Northern Province 16th August 2011, 3.00 p.m

The Chief Secretary, Mr.A.Sivaswamy, chaired the meeting and welcomed all who were present at the meeting. Minutes of the previous meeting held on 4th April 2011 were adopted unanimously. This was proposed by Mr.R.Raveenthiran , Secretary, Ministry of Health and Seconded by Eng. A.E.S. Rajendra, Secretary, Ministry of Infrastructure Development ,Northern Province. Matters arising out of minutes of lat meeting were next discussed. 1. Outstanding Provincial Audit Queries It was informed that the audit workshop has been conducted on 5th of April 2011. Mr.S.Mahalingam was appointed as a Director, Internal Audit of the Northern Province from August 2011. Action by: - DCS-F 2. Provision of Services in Resettled Areas. The Chief Secretary mentioned that the resettlement programmes are being implemented in the Northern Districts. He requested Provincial Heads of Departments to extend their support for resettlement activities. The Secretaries pointed out that the resettlement activities are coming under the authority of Government Agents and a separate Ministry is mplementing the activities. The Departments supports are always extended at the time required.

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3. Advance Programmes It was informed that the Vehicle pass approval should be obtained from Hon. Governor, Northern Province for the travel out of the Province.

Action by: - All HoD

4. Monitoring of Service Performance Plan
DCS, Planning informed that, service performance plan and financing plan have been prepared and published with the Provincial Budget 2011.

Action by:-All Sec &DCS-Planning

5. Vital Statistics DCS-planning pointed out that; quarterly vital statistics are updated regularly.

Action by: - DCS-Planning 6. LAN Archive

LAN Archive system is converted to online based.

Action by: - DCS-PPA 7. Citizens charter

All Ministries and Departments should maintain citizen charter and provide better service in time.

Action by: - DCS-PPA 8. Seniority List

The seniority list is periodically updated by the Provincial Public Administration.

Action by: - DCS-PPA 9. OIS

Deputy Chief Secretary, Planning informed that, the NPC website is being regularly updated. The Chief Secretary said that the ICTA center will be established in the Northern Province with the support of Finance Commission and ICTA. A building for the center has already been identified and officials from ICTA have inspected the buildings site.

Action by: - DCS-P

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10. Approval of Memoranda

Deputy Chief Secretary, Planning has submitted the memorandum for the Secretarys Committee under the CBG and PSDG for approval. After a brief discussion, Secretarys Committee approved the following memos.
Memo No
10.1 CBG
CBG/2011/09 CBG/2011/10 CBG/2011/11 CBG/2011/12 CBG/2011/13 CBG/2011/14 Provincial Public Adm. Dept.of Cooperative Dept.of Rural Development Dept.of Probation Provincial Public Adm. Dept.of Animal Production & Health 7,240 0.400 0.500 0.750 1.173 0.800 Approved Approved Approved Approved Approved Approved


Amount in RsMn.



PSDG PSDG/2011/04 PSDG/2011/05 PSDG/2011/06 PSDG/2011/07 PSDG/2011/08 PSDG/2011/09 PSDG/2011/10 PSDG/2011/11 PSDG/2011/12 PSDG/2011/13 PSDG/2011/14 PSDG/2011/15 PSDG/2011/16 Dept. of Probation and Child Care Dept.of Sports Dept.of IM Dept.of IM Ministry of Infrastructure Dept.of AP & H Ministry of Infrastructure Dept.of Local Govt. Dept.of Irrigation Dept.of Irrigation Dept.of Road Dept.of Health Dept.of Local Govt. 3.000 0.830 1.000 0.500 4.000 3.470 4.000 0.900 4.000 7,000 36.520 63.500 0.600 Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved Approved

The Deputy Chief Secretary-Planning informed that, in future allocation made for the activities relating to the public needs should not be allowed to transfer for works such as Construction of Office Buildings. He also requested the Department of Health to submit proposal to the Provincial Planning Secretariat under the transferred funds within the allocation for obtaining approval from Finance Commission. (Details are shown in the Annexure I)

11. Implementation of CBG & PSDG Programmes

Deputy Chief Secretary Planning informed that, the Finance Commission has given new guidelines for implementation of PSDG & CBG programmes by the Circular No:FC/PSDG & CBG/Circular/2011/1 dated 26.07.2011. This guideline must be implemented from 15th August 2011. 3
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12. Review of Progress AIP 2011

Asst. Director Planning presented the 2nd quarter progress position of AIP 2011 programme.

12.1. Progress under Criteria Based Grant-2011 The budgetary allocation is Rs.275.0 mn . A sum of Rs.139.50 mn has been released as an imprest for various Departments.Rs.118.76 mn is reported as expenditure up to 31.07.2011. 85% of the imprest was spent under the CBG 2011.
(Details are shown in the Annexure II)

12.2. Progress under Provincial Specific Development Grant (PSDG) The budgetary allocation of PSDG for the year 2011 is Rs.1,150 mn . A sum of Rs.339.23 mn has been released as an imprest for various departments. Rs.240.61 Mn r is eported as an expenditure up to 31.07.2011. 71% of the imprest was spent under the PSDG 2011.
(Details are shown in the Annexure III)

12.3. Progress under Education Sector Development Project (ESDP) The budgetary allocation of ESDP for the year 2011 is Rs.80.50 mn . It has been revised to Rs.69.45 mn by the World Bank. A sum of Rs.40.86 mn has been released as an imprest. A sum of Rs.40.29Mn is reported as expenditure up to 31.07.2011.99% of the imprest was spent.

12.4 Educational Sector Projects Provincial Director of Education explained the progress of educational sector projects. 12.4.(i) Basic Education Sector Unit (BESU) The allocation for BESU is Rs.15.00 mn for the year 2011. Out of this amount a sum Rs. 2.3mn reported as expenditure up to 31.07.2011.

12.4.(ii) Nawodaya The total allocation for the year 2011 is Rs.30.0 Mn. A sum of Rs.10.00 mn was released as an imprest. Rs.3.20 mn has been reported as expenditure up to 31.07.2011.

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13. Progress on Donor Funded Project

Mr.M.Thushyanthan, Asst Director Planning, explained the progress position of Donor funded project.

13.1 North East Housing Reconstruction Project (NEHRP) The progress positions of NEHRP are as follows: Total Houses Damaged assets in 2010 -168,130 Nos. Total number of Allocated Houses-27,392 Nos. No. of Houses Completed-20,980 Nos. Financial Commitment 73.85% Houses under construction -6,412 Nos. Financial Commitment 26.15%

13.2 Pro-Poor Economic Advancement and Community Empowerment Project (PEACE) Total Allocation Rs.1,550 Mn Project Period-February 2007 to October 2012 Total Allocation For the Irrigation schemes- Rs.853.0Mn Expenditure up to 2011 July 31 For the Irrigation schemes-Rs.433.15Mn

Details are as follow: Name of the Scheme Total Allocation (Mn) Nampan kulam (Vavuniya) Mamaduwa (Vavuniya South Akathimurrippu (Musali,Mannar) Thadchchinamaruthamadu (Madhu,Mannar) Thenniyankulam(Thunukai,Mullaitivu) Akkarayankulam(Karachchi,Kilinochchi) Total 100.00 300.00 853.00 59.61 101.25 433.15 80% 35% 29.00 49.00 325.00 50.00 Financial Progress(Mn) 28.12 48.70 161.90 33.57 100% 100% 60% 80% Physical Progress

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13.3 Re- awakening Project (RAP) The following 4 components covered under this project for the year 2004 Oct to 2013 March.

Village Rehabilitation & Development

- Rs.580.0 mn

Essential Rehabilitation & Improvement to selected Major Irrigation Schemes Rs.875.0 mn Cluster level livelihood support activities Rs.226.0 mn Institutional Capacity Building Rs.187.0 mn The progress position of Major Irrigation schemes are as follows. Name of the Scheme Total Allocation Rs. In (Mn) Expenditure up to 15 August 2011 (Mn) Giant Tank Valukaiaru Pavatkulam Piramanthan Aru Mahaththankulam 425.0 270.0 110.0 60.0 10.0 277.0 176.0 55.1 1.8 -

Under the Livelihood Support Activities, 19,389 loans has been approved. Out of this 17,467 loans have been issued. For this purpose a sum of Rs.442.7 mn has been released.

13.4 NECORD II Supplementary Loan Emergency Rehabilitation Project ADB & GOSL funding Total Allocation - 16.60 mn US $(12.80 mn US $ ADB, 3.80mn US $- GOSL) Contract period - 2 years Multi Sectoral Project Components: i) Infrastructure and Civil Works - 9.0 mn US $ ii) Supplies and Equipments - 2.0 mn US $ iii) Project Implementation - 5.6 mn US $ Out of 131 projects 130 Project approved by the ADB at the cost of Rs.1,293.47 mn 109 Project Tender Called, 57 Project Tender Awarded Expenditure reported up to 31st July 2011 Rs.143 mn 6
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13.5 Provincial Road Projects

a) Northern Road Connectivity Project ADB Total Allocation 28.08 Mn US$ ADB Contribution 89%, Government 11% 140 km C,D Roads Covered Vavuniya and Mannar District Project Period - 5 Years(June 2010 June 2015) Advanced Procurement Activities Completed and 6 packages of roads contract awarded at the cost of Rs. 2,050.9 mn in Mannar and Vavuniya Districts each 3 pakages..

b) Provincial Road Project World Bank Total Allocation 21 Mn US$ 100 km CD Roads (88 km is taken) Covered Jaffna District Project agreement signed Project Commence Date - 31.03.2010 Project Completion Date - 31.03.2015 5 packages of roads contract awarded for 74.26 km road at the cost of Rs. 2,176.8 mn

c) Conflict Affected Rehabilitation Emergency Project (CARE) - ADB Total Allocation 37.14 mn US $

ADB Contribution 89%, Government 11% Project Period 3 years 100 km Provincial Road ( 84.08 km is taken at the cost of Rs.1780.23 mn) 100 km Local Authority Road( 74.92 km is taken at the cost of Rs.1507.72 mn) Covered Mannar, Vavuniya,Mullaitivu and Kilinochchi Districts

13.6 Emergency Northern Recovery Project (ENReP)

Scope of the Project is Support the Governments efforts to rapidly resettle the Internally Displaced People (IDPs) to their original places of residence in the Northern Province Funding 75.54Mn US $ (Rs.8300 mn)- World Bank Project Period - Three years ( 2010 2013) 7
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Progress position of the following components for the year 2010 and 2011 July

Component No.of works/ mandays

Year 2010 Total Allocation ( Mn) Financial Achieveme nt (31.12.2010) Mn

Year 2011 Total Allocation ( Mn) Financial Achieveme nt (31.07.2011) Mn

A-Emergency Assistance to IDPs






B-Work fare programme






C-Rehabilitation, Reconstruction of Essential Public & Economic Infrastructure






The Progress reported under unicef programme as at 31st July 2011 is as follows. Sector Budgetary Allocation MN Provincial Treasury Education Health Local Govt. Social Service Probation & Child Care Total 198.89 54.00 13.00 13.50 21.51 8.00 309.00 54.10 12.58 13.49 21.38 7.82 109.36 28.32 3.30 11.49 17.65 7.04 67.85 Imprest Released up to 31.07.2011 Financial Progress Mn Up to 31.07.2011

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15. Performance Improvement Project (GiZ- PIP)

GiZ PIP progress for 2nd Half of the year 2011. This programme covers Human Resource Development and Local Governance for the period of 2011 -2013 10 new Local Authorities in Jaffna have established Public Redress System. Public Information Dissemination conducted in the Local Authorities in Jaffna. 3 ILDP Socio Economic Profiles launched on 13th July 2011in Jaffna - Valikamam West, Island South and Vadamaradchchi North Divisions. Steps 8 to 15 of the ILDP planning process were completed. Placement test conducted for 2,632 Northern Province and District/Divisional officers 1,246 staff successfully completed STEPS courses in 140 departments. 35 school leavers completed FESL courses. 47 upper secondary schools in Jaffna and Vavuniya have increased capacity in teaching English. 3 workshops were held on good governance in Jaffna 18 NPC trainers are able to conduct the workshops.

16. Preparation of Capital Expenditure for the year 2012

Deputy Chief Secretary, Planning informed that the G II form regarding the Capital Expenditure for the year 2012 was already submitted to the Finance Commission for their approval and total cost of budget submitted proposal is Rs.4,456 mn .

20 . Resettlement of IDPS
Out of 352,547 IDPs, 345,108 IDPs were resettled and 7,439 IDPs to be resettled in two welfare centers in Vavuniya as at 15th August 2011. Details are as follows. S. Relief Villages/IDP Centers No 1 2 Kathirgamar(Zone 0) Ananthakumarasamy (Zone -1) Total 1,010 1,260 2,270 1,582 1,941 3,523 1,738 2,178 3,916 3,320 4,119 7,439 Families Male Female Total

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21 .Any other matters

It was informed that the Agricultural exhibition organized by the Dept.of Agriculture will be held at DATC,Thirunelvely from 5th to 10th September 2011 .

Secretary, Ministry of Local Government has requested 3 Motor Bike for use of Field Officers.

The meeting was concluded at 4.30 pm.

R.Umakanthan Deputy Chief Secretary- Planning

Sgd:A.Sivaswamy Chief Secretary Northern Province

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